Executive Assistant

Job Title Executive Assistant Applications Accepted From Public: Open to the public , AFSCME 3200 University Wide Special Instructions to Applicants

This position is being posted internally and to the public simultaneously in order to expedite the posting process. However, internal applicants will be considered first.

Please complete the online application and attach required documents. Required documents include a detailed cover letter, resume, and a list of at least three (3) professional references with current contact details, including email addresses.

This position is eligible for the following benefits: medical, vision, dental, basic and supplemental life, winter break closure, paid holidays, educational benefits for you and eligible dependents, sick leave, vacation, and retirement. Posting Number 20166219S Job Description

Ohio University's Office of Global Affairs seeks a motivated and collaborative individual to join our team! This position provides executive assistance to the Interim Associate Provost for Global Affairs. It requires a high degree of professionalism and confidentiality.

The incumbent serves as first line of contact for the AP to internal and external constituents including faculty, staff, students, and external domestic and international community members, partners and alumni. The incumbent shall be adept at evaluating and prioritizing scheduling issues presented to the AP and be able to anticipate the executives' needs as well as being comfortable handling unique office situations specifically related to the management of the AP schedule.

DEPARTMENT SPECIFIC JOB RESPONSIBILITIES:

Duties include but are not limited to: managing electronic calendar of the AP to ensure meetings are executed with precision; coordinating meetings and events with external and internal stakeholders including major delegations. The incumbent will manage travel arrangements, process and substantiate purchasing card transactions, attend meetings, draft correspondence, and prepare meeting minutes as required.

The incumbent will monitor e-mail and communicate on behalf of AP to internal and external constituents ensuring that timely and professional responses are sent on behalf of the Associate Provost as needed. Incumbent should be adept at drafting letters and documents, collecting and analyzing information, and preparing briefing documents. The incumbent will initiate and manage high-level communications with internal and external constituents as required (e.g. overseas institutions, partners, and governmental contacts).

The incumbent will support incoming and outgoing university delegations and special events (e.g. awards gala and keynote events during as International Education Week), This can include but is not limited to: creating and managing schedules, creating and updating briefing materials, coordinating with others on the team to manage events, and communicating with the executive leadership.

Incumbent will also support scheduling related to the Office of Global Affairs for events and university committees under the purview of the AP.

Other duties as assigned.

GENERAL POSITION DESCRIPTION:

Supports the general administrative functions of a wide variety of academic or administrative units including answering phones, greeting/referring/assisting visitors, customers, staff, or others, preparing documents and reports, compiling records, scheduling meetings, organizing and maintaining information, coordinating calendars, analyzing data including budgetary expenditures, and providing high level administrative assistance to executives.

GENERAL JOB RESPONSIBILITIES:

Typically supervises or oversees the work of student employees and other Technical & Administrative Support staff.

Typically reports to dean or vice president level. Represents executive and department to the public, employees, and students. Establishes priorities for inquiries; brings inquiries to resolution and/or delegates appropriately to ensure proper handling.

Oversees planning unit administrative processes and coordinates internal and external communications.

Coordinates multifaceted calendar of appointments including the determination of appropriate meeting length, location, and participants.

Coordinates or completes special projects. Represents executive in meetings and/or committees. Acts in the absence of administrator to perform high level administrative duties.

Researches and analyzes complex problems and provides recommendations for resolution.

Develops and monitors protocol for handing and maintaining confidential materials.

Prepares and monitors budget and other financial documents for a planning unit. Maintains accountability for budget expenditures.

Minimum Qualifications

Knowledge of technical and practical administrative concepts, processes, and methods typically obtained by a high school degree or GED or equivalent and a minimum of 5 years administrative support experience. An equivalent combination of education, training, and experience is acceptable. Specific knowledge, certifications, and licensure will apply at the position level.

Preferred Qualifications

Associate Degree // Bachelor Degree is preferred

Department Global Affairs & International Studies Pay Rate

Range for hourly rate starts at $19.38 per hour with the potential of up to $24.70 per hour. Pay is accompanied by our generous university benefits such as free tuition for self and dependents, a comprehensive insurance package including but not limited to:

• Health, prescription, vision, dental, and life insurance

• An excellent retirement plan including company contributions,

• Paid Parental Leave, adoption reimbursement, and more

• OHIO is also proud to offer wellness programs, on-site wellness facilities, and a generous employee assistance program.

Additional Information is available at: https://www.ohio.edu/hr/benefits/.

Job Open Date 06/26/2024 Posting Close Date

07/10/2024

Job Category Classified AFSCME 3200 Bargaining Unit appointment Months 12 month Planning Unit Global Affairs and International Studies Work Schedule Campus Athens Expected hours worked per week 40 Expected duration of assignment Applicants may contact this person if they have questions about this position. Diane Cahill Non-Discrimination Statement

Ohio University is proud of its rich history, diverse campuses, international communities, and beautiful Appalachian settings. As part of our ongoing efforts to provide and support a transformative learning experience, we affirm our commitment to fostering a welcoming, respectful, diverse, and inclusive workforce and community.

All qualified applicants will receive consideration for employment without regard to race, color, religion, age, national origin, ethnicity, national ancestry, sex, pregnancy, gender, gender identity or expression, sexual orientation, status as a parent or foster parent, military service or veteran status, mental or physical disability, or genetic information. Ohio University is an Equal Opportunity Employer.

Job Information

Employment Type full-time regular Job Family/Subfamily Administrative Services-Generalist Career Track & Level TAS 4 Pay Grade CA&P|15|

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